How to organise a barbecue without last-minute problems

A barbecue runs smoothly when you work backwards from serving time. Confirm guest numbers and dietary requirements first, then arrange enough cooking capacity, cold storage, seating and shelter. Do the shopping after checking the final list, and keep meat refrigerated until it goes on the grill. On the day, set up tables, chairs, lighting and the buffet before guests arrive so cooking is the only job left during the meal.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Confirm number of guests
5
Reserve an extra barbecue
6
Check the weather forecast
7
Check the shopping list
8
Do the shopping
2 people
9
Chill drinks
2 people
10
Keep meat refrigerated
11
Check tableware
12
Test light strings
13
Clear the garden and patio
2 people
14
Clean the toilet
15
Set up tables
2 people
16
Set up chairs
2 people
17
Set up party tent
3 people
18
Set up the barbecue
2 people
19
Connect gas cylinders
2 people
20
Hang string lights
2 people
21
Set the tables
2 people
22
Set up the buffet
2 people
23
Prepare salads
2 people
24
Cut vegetables
2 people
25
Set out bread and sauces
26
Set out the welcome drink

Event

27
Preheat the barbecue
2 people
28
Welcome guests
2 people
29
Serve drinks
2 people
30
Grill meat and vegetables
3 people
31
Refill buffet
2 people
32
Refill drinks
33
Collect waste
34
Serve coffee and tea
35
Safely turn off the barbecue
2 people

Aftercare

36
Store leftovers in the fridge
2 people
37
Wash dishes
2 people
38
Clear tables and chairs
2 people
39
Take down the party tent
3 people
40
Clean the venue
2 people
41
Take out the trash
42
Clean the barbecue
2 people
43
Return materials

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tent
Tablesqty 5
Chairsqty 30
Buffet tablesqty 2
High tablesqty 3

Tableware

Platesqty 40
Bowlsqty 30
Glassesqty 50
Coffee cupsqty 30
Cutlery setsqty 40
Serving plattersqty 10
Serving tongsqty 6

Decorations

Tableclothsqty 7
Buntingqty 4
Table décorqty 8
Lanternsqty 6

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Gas pressure regulatorsqty 2
Coolersqty 3
Ice packsqty 12
Coffee maker
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Barbecue tongsqty 4
Barbecue brushesqty 2
Aluminum traysqty 20

Lighting

String lightsqty 4
Outdoor lightsqty 4

Cleaning

Washing-up bowlsqty 2
Dish brushesqty 3
Cleaning bucketsqty 2
Trash binsqty 4

Catering

Groceries

Tips

Confirm the final guest count at least 3 days before the barbecue. Use it to calculate food, plates, glasses and seating, and mark vegetarian or other dietary requirements before shopping.
Check the weather forecast 48 hours beforehand and decide whether the party tent is needed. If you are serving a larger group, reserve an extra barbecue rather than relying on one grill.
Shop no later than the day before, then chill drinks and prepare coolers with ice packs. Keep raw meat refrigerated and separate from salads, bread and sauces until serving.
Set up the barbecue area before guests arrive, including gas cylinders, pressure regulators, barbecue tongs and a brush. Test the equipment early enough to replace a missing or faulty part.
Finish the garden and patio setup at least 2 hours before serving: tables, chairs, buffet, tableware and tested string lights should already be in place. Prepare salads and cut vegetables while the meat stays cold.

Frequently asked questions

How far in advance should I organise a barbecue?: Send invitations about 2 to 3 weeks beforehand and ask guests to register. Confirm the final number and dietary requirements at least 3 days before the barbecue, then shop by the day before.
How much time does it take to set up a barbecue?: Allow around 3 hours for the full setup, including clearing the garden, arranging tables and chairs, setting up the tent, preparing the buffet and testing lights. Finish the main setup at least 2 hours before guests arrive.
How do I keep barbecue meat safe before cooking?: Keep the meat refrigerated until you are ready to cook it, using coolers and ice packs if the kitchen refrigerator is too small. Do not leave raw meat at room temperature for more than 2 hours, or 1 hour in very hot weather.
How many barbecues do I need for a party?: Plan for one barbecue only if the group is small and guests can wait between batches. For a larger group, reserve an extra barbecue so cooking does not become a bottleneck and food can be served within about 30 to 45 minutes.

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